Custom conference tote bags should be selected around the delegate pack. Before choosing a size or comparing prices, put together the notebook, programme and other items each attendee will receive. This gives you a practical starting point for a bulk order.
Test the complete delegate pack
Measure the largest item and consider the combined thickness of everything going into the bag. A folder may fit on its own while becoming awkward beside a bottle and a boxed gift. Leave space for attendees to add material collected during the event.
Our flat 220 g/m² natural tote is listed at 38 × 42 cm. A gusseted natural model is listed at 38 × 42 + 10 + 10 cm. The additional folds change the available shape, but the dimensions alone do not guarantee that a particular pack will fit. Try the contents in a sample.
Think about the whole event day
Delegates may carry a coat, phone and refreshments alongside the event bag. Check whether the handles suit shoulder carrying with the packed bag. Handle comfort depends on the contents and the person carrying them, not only the empty product photograph.
Build a quantity plan
Separate the confirmed delegate count from staff, speakers, sponsors and any reserve stock. Assign an owner to the final quantity so different teams do not add overlapping allowances. Any surplus should have a planned use after the conference.
For a flat-bag price comparison, 500 natural flat 220 g/m² totes with one-colour printing were listed at €1.85 each, or €925 total, when checked on 14 September 2026. This flat-model example includes delivery and excludes VAT; it is not the price of the gusseted bag pictured above. Confirm the current price for your selected bag and artwork.
Work backwards from the handover date
Set the arrival deadline around packing the delegate bags. Delivery on the opening morning may leave too little time for assembly. Allow for artwork review, internal approval, production, transport and assembly of the delegate packs. Confirm the schedule in writing for the actual delivery address.
- Confirm the packed contents and chosen model.
- Agree one final quantity across the event team.
- Nominate one person to approve the artwork.
- Give the supplier the arrival date needed for packing.
- Confirm the receiving contact and venue arrangements.
Frequently asked questions
Should the event date be printed on the bag?
A date makes the design specific to the event. A more general design may suit repeat events or later use. Decide which purpose matters most before preparing artwork.
Is a gusset essential?
It depends on the contents. A flat bag can suit a slim pack; bulkier items deserve a fit test in a gusseted model.
Plan your conference order
Compare the 220 g/m² range and request a quote with your quantity, contents and required arrival date.